This Exhibit Space and Sponsorship Contract (“Agreement”) is between ROYAL MEDIA (or “us”) and the exhibiting-sponsoring organization, as stated on page one of this Agreement, (“Exhibitor-Sponsor,” “Exhibitor,” “Sponsor,” “Exhibitor-Sponsor,” “you” or “your”), for the purpose of reserving exhibit space to display your products or services, or both, (“Exhibit” or “Display”) and sponsorship rights (“Sponsorship Rights”) at one of ROYAL MEDIA’s events to be specified in the Exhibitor-Sponsor’s Insertion Order. ROYAL MEDIA and Exhibitor are collectively the “Parties”.
Exhibiting and Sponsoring Organizations: Exhibitors and Sponsors will be limited to those companies or other entities offering materials, products, or services of specific interest to Show registrants. ROYAL MEDIA reserves the right to determine the eligibility of any company or organization applying for Exhibit space and/or Sponsorship rights and to approve the products or services it plans to Exhibit and/or Sponsor. Exhibiting/Sponsoring manufacturer’s representatives or distributors must list the participating manufacturer as the Exhibitor and/or Sponsor of Record. Only the name of the Exhibitor-Sponsor listed on the Insertion Order will be placed on the booth and/or event signage, the event website, and inside the Virtual Event platform. Exhibitor-Sponsors may not assign, sublet or apportion the whole or any part of their Exhibit and/or Sponsorship spaces and/or rights.
Payments: Exhibitor-Sponsor must send a full, non-refundable payment, along with this completed Agreement, to reserve Exhibit and/or Sponsorship rights at the event. Deposit of your check does not constitute acceptance of this Agreement. This Agreement will not be binding until expressly accepted by ROYAL MEDIA. If acceptance is not granted, your payment will be returned in full. All Exhibit and/or Sponsorship rights reserved by Exhibitor must be paid in full before an Exhibitor-Sponsor will be permitted to access the floor at a live event or access to the platform in the case of a Virtual Event.
Exhibitor Cancellation: If this Agreement is accepted by ROYAL MEDIA, and the Exhibitor decides to cancel more than 60 days before the opening of the show, 50% OF PAYMENTS ARE REFUNDABLE. IF CANCELLATION IS MADE WITHIN 60 DAYS OF THE SHOW’S START DATE, EXHIBITOR-SPONSOR WILL NOT RECEIVE A REFUND. THIS POLICY WILL BE STRICTLY ENFORCED. Requests for cancellations and refunds must be received in writing by ROYAL MEDIA. The Parties agree that the damage caused to ROYAL MEDIA as a result of an Exhibitor’s cancellation cannot be ascertained at this time, and the payment amount retained by ROYAL MEDIA pursuant to this paragraph constitutes a reasonable estimate of ROYAL MEDIA’s actual harm due to the cancellation and shall be considered liquidated damages and not as a penalty. All refunds will be made within four weeks of receipt of a written cancellation notification.
ROYAL MEDIA may (at its sole discretion) change the format (including, without limitation, from a physical in-person Event to a virtual Event and vice versa), speakers, participants, content, venue location and program or any other aspect of the Event at any time and for any reason, whether or not due to a Force Majeure Event (as defined below), in each case without liability.
Should ROYAL MEDIA postpone an event, or pivot from a live event to a virtual event your Exhibit will automatically roll over to the new date and platform.
Sponsor Cancellation: Sponsors who decide to cancel within 72 hours of registration are entitled to a refund less a 20% administrative charge. After 72 hours, sponsorships are non-refundable. THIS POLICY WILL BE STRICTLY ENFORCED. Requests for cancellations and refunds must be received in writing by ROYAL MEDIA. The Parties agree that the damage caused to ROYAL MEDIA as a result of a Sponsor’s cancellation cannot be ascertained at this time, and the payment amount retained by ROYAL MEDIA pursuant to this paragraph constitutes a reasonable estimate of ROYAL MEDIA’s actual harm due to the cancellation, and shall be considered liquidated damages and not as penalty. All refunds will be made within four weeks of receipt of a written cancellation notification.
ROYAL MEDIA may (at its sole discretion) change the format (including, without limitation, from a physical in-person Event to a virtual Event and vice versa), speakers, participants, content, venue location, and program or any other aspect of the Event at any time and for any reason, whether or not due to a Force Majeure Event (as defined below), in each case without liability.
Should ROYAL MEDIA postpone an event, or pivot from a live event to a virtual event your Sponsorship will automatically roll over to the new date and platform.
Exhibit Assignments: ROYAL MEDIA’s Exhibit space assignments are binding on all Exhibitor-Sponsors. ROYAL MEDIA will make all final Exhibit space assignments and reserves the sole right to change the location of your assigned Exhibit space at any time, if ROYAL MEDIA determines that the re-assignment is in the best interest of the event. You will be notified of any re-assignment of your Exhibit space once ROYAL MEDIA has finalized all Exhibit space assignments. If the Exhibitor does not occupy its assigned Exhibit space after full payment, or upload materials by the assigned deadline ROYAL MEDIA will occupy the Exhibit space or re-assign the Exhibit space in any manner that ROYAL MEDIA considers being in the best interest of the Exhibition. ROYAL MEDIA occupancy or re-assignment of Exhibitor’s Exhibit space in no way whatsoever releases Exhibitor from any of its obligations or liabilities under this Agreement.
Sponsorship Assignments: ROYAL MEDIA’s Sponsorship assignments are binding on all Sponsors. ROYAL MEDIA will make all final Sponsorship space and branding assignments and reserves the sole right to change the location of your Sponsorship branding at any time, if ROYAL MEDIA determines that the re-assignment is in the best interest of the event. You will be notified of any reassignment of your Sponsorship branding once ROYAL MEDIA has finalized all Sponsorship branding placements within the venue and/or virtual platform.
Exhibit Space Downsizing or Cancellation: Notification of Exhibit space downsizing must be received in writing by ROYAL MEDIA up to sixty (60) days prior to the show’s start date. If Exhibitor-Sponsor downsizes its contracted Exhibit space, ROYAL MEDIA reserves the sole right to re-assign such Exhibit space location at the Event or inside of the Virtual Event platform. If Exhibitor downsizes its Exhibit space, in addition to full payment for the modified Exhibit space, Exhibitor will incur a Downsizing Fee according to the following payment schedule:
- 50% of the difference between the Exhibit space fee in the Exhibit Space Contract and the modified Exhibit space fee if notification of downsizing is received more than six months prior to the show’s opening.
- 80% of the difference between the Exhibit space fee in the Exhibit Space Contract and the modified Exhibit space fee if notification of downsizing or cancellation is received up to 60 days prior to the show’s opening.
Force Majeure: ROYAL MEDIA shall not be held responsible or liable for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, earthquakes, hurricanes, unseasonably extreme inclement weather, strikes, labor disputes, inability to secure sufficient labor, civil, governmental or military authority, government requisitions, restrictions or regulations on travel, facility availability, commodities or supplies, civil disturbance, transportation, acts of God, acts of terrorism or threats of terrorism, acts of war, accidents, epidemics, disasters, the unavailability of the Venue or any other cause beyond its reasonable control. In such an event, ROYAL MEDIA may postpone, reschedule or cancel the event without liability on the part of ROYAL MEDIA, and the Exhibit-Sponsorship will automatically roll over to the new date and platform. In no event will ROYAL MEDIA, the Facility, or their respective owners, directors, officers, employees, agents and representatives be liable for any lost profits, loss of business opportunity, reputational damage or consequential, indirect, punitive or incidental damages of any nature or for any reason whatsoever.
Indemnification: The Exhibitor-Sponsor will indemnify, defend, and hold harmless ROYAL MEDIA , the Facility’s owner and management, and their owners, directors, officers, employees, agents and representatives, against all claims, actions, demands or liability of whatsoever kind and nature, including but not limited to judgments, interest, reasonable attorneys’ fees, expert witness fees, and all other related costs and charges arising out of your breach of these Terms and Conditions/Rules and Regulations, claims of infringement, misappropriation, libel, property or personal injury caused by or attributed in part or in whole to any the Exhibit or Sponsor materials, action or failure to act whether by negligence or otherwise, on the part of the Exhibitor-Sponsor or any of its officers, employees, agents, or representatives, excluding liability caused by the sole negligence or willful misconduct of ROYAL MEDIA, its sponsors and their respective owners, directors, officers, employees, representatives and agents.
LIMITATION OF LIABILITY: EXHIBITOR-SPONSOR ASSUMES THE ENTIRE RESPONSIBILITY AND LIABILITY FOR ALL DAMAGES OR LOSSES TO ROYAL MEDIA, THE FACILITY, PERSONS OR PROPERTY THAT OCCUR AS THE RESULT OF THE NEGLIGENCE OR ANY ACTIONS OF EXHIBITOR OR ITS OFFICERS, EMPLOYEES, AGENTS, REPRESENTATIVES, INVITEES AND GUESTS DURING THE ENTIRE OCCUPANCY PERIOD.
EXHIBITOR-SPONSOR AGREES THAT TO THE MAXIMUM EXTENT PERMITTED BY LAW ROYAL MEDIA, THE FACILITY AND ANY OF THEIR RESPECTIVE OFFICERS, AGENTS, EMPLOYEES OR REPRESENTATIVES WILL NOT BE HELD LIABLE FOR ANY LOSS OR DAMAGE TO EXHIBITS, OR MATERIALS, GOODS AND WARES (COLLECTIVELY “PROPERTY”) BELONGING TO EXHIBITOR, AND THEY ARE RELEASED FROM LIABILITY FOR ANY DAMAGE, LOSS, OR INJURY TO PERSON OR PROPERTY OF THE EXHIBITOR OR ITS OFFICERS, EMPLOYEES, AGENTS, REPRESENTATIVES, INVITEES AND GUESTS, RESULTING FROM FIRE, STORMS, WATER, ACTS OF GOD, AIR CONDITIONING OR HEATING FAILURE, THEFT, BOMB THREATS OR ANY OTHER CAUSES.
Assignment of Agreement: Other than the affiliate, Exhibitor-Sponsor may not assign any of its rights or delegate any of its duties under this Agreement, without the prior written consent of ROYAL MEDIA, which consent may be withheld in ROYAL MEDIA’s sole and absolute discretion. Despite ROYAL MEDIA’s consent, no assignment will release the Exhibitor-Sponsor of any of its obligations or alter any of its primary obligations to be performed under the Agreement. Any attempted assignment or delegation in violation of this provision will be voidable at the option of ROYAL MEDIA, entitling ROYAL MEDIA to terminate this Agreement and making Exhibitor-Sponsor liable for all damages incurred by ROYAL MEDIA.
Binding on Successors and Assigns: This Agreement will be binding upon and inure to the benefit of the respective successors, assigns, and personal representatives of the Parties, except to the extent of any contrary provision in this Agreement.
Notice: Any notices, requests, or demands relating to this Agreement (including any notices of cancellation, Exhibit space downsizing, defaults on the Payment Schedule, etc.) must be in writing and sent by certified mail, return receipt requested or by overnight delivery service with confirmation of delivery. All notices will be effective only upon receipt by the intended recipient.
Exhibitor-Sponsor Default: If Exhibitor-Sponsor defaults on any of its obligations under this Agreement, ROYAL MEDIA will also have the right to collect on demand the full amount of the Exhibit and/or Sponsorship fees due as of the date of default, and pursue any other remedy afforded it by law. EXHIBITORS asked to leave the Conference because of violations of the Rules and Regulations of the Show will not be entitled to any refund of Exhibitor and/or Sponsorship fees, and will remain liable for any damages due to its actions.
ROYAL MEDIA may at any time refuse access, remove or block any person from the Virtual Event platform who fails to comply with these terms and conditions. Exhibitor-Sponsor agrees to comply with all reasonable instructions issued by ROYAL MEDIA to participate in and live or Virtual Event.
ROYAL MEDIAExhibitor-Sponsor Compliance and Acceptance: Exhibitor-Sponsor agrees that they have the requisite authority to enter into this Agreement and the individual executing this Agreement represents that such individual has the requisite authority to bind the company or party for whom it is signing. Exhibitor-Sponsor agrees to abide and be bound by all of the terms, conditions, all Show Rules and Regulations stated under this Agreement, the Exhibitors’ Manual, Schedules, or to any amendments to the same, all of which are integral to and incorporated by reference into this Agreement. Further, Exhibitor-Sponsor agrees that ROYAL MEDIA will have full power in a matter of interpretation, amendment and enforcement of all Show Rules and Regulations. In all instances, ROYAL MEDIA’s rulings will be final. All rights and privileges granted to Exhibitor-Sponsor under this Agreement and any subsequent addendums are subject to and subordinate to the master lease between the ROYAL MEDIA and the Facility.
Exhibitor-Sponsor agrees that the Show Rules and Regulations, as the same may be adopted from time to time in Royal Media Corp.’s reasonable discretion, and the Exhibitors’ Manual, Schedules, or to any amendments to the same are integral to and incorporated by reference into this Agreement.
Booth Usage: Exhibits must only be used for the purpose of promoting Exhibitor’s products or services and are not be used for other business purposes. Exhibitor may only display, offer for sale, or advertise merchandise manufactured, or sold by Exhibitor or services performed by Exhibitor in the normal course of business. The only exception is when other items are required for the proper demonstration or operation of Exhibitor’s display, products or services. In which case, the supporting items must be identified by their regular nameplate, imprint, or other identification normally appearing on them. All non-exhibiting organizations and their representatives are strictly prohibited from exhibiting or conducting business in Exhibitor’s Exhibit space. Retail sales are absolutely prohibited during the Show. No exhibit or advertising will be allowed to extend beyond Exhibitor’s allotted Exhibit space or above the back and side-rails. ROYAL MEDIA will have full discretion and authority in the placement, arrangement, and appearance of all items displayed by Exhibitor. Exhibitor must conduct the distribution of samples, souvenirs, publications and all other promotional activities within its own Exhibit space only. Any promotional or distribution activities that interfere with the activities of, or obstruct access to neighboring Exhibits booths, are strictly prohibited. If ROYAL MEDIA determines that any Exhibit or its contents require replacing, rearrangement or redecorating, the Exhibitor will be responsible for all costs incurred. ROYAL MEDIA reserves the right to restrict any exhibit or actions within the Exhibit that ROYAL MEDIA considers undesirable. This restriction includes property, conduct, the dress of models, printed materials, or anything considered objectionable by ROYAL MEDIA. ROYAL MEDIA will have sole control over admission policies at all times.
The Exhibitor-Sponsors are responsible for any technical requirements needed to access the Virtual Event platform, website or app made available by ROYAL MEDIA, in order to gain access to their booth. ROYAL MEDIA will provide Exhibitor-Sponsors with login credentials for a Virtual Event. These credentials are to remain confidential and remain the property of ROYAL MEDIA. They may not be given or transferred to any third party without our permission. Exhibitor-Sponsor hereby agrees that it will not provide or permit others to use its login credentials.
ROYAL MEDIA reserves the right to edit or remove any posts, or materials uploaded to Exhbitor-Sponsor’s booth inside of the Virtual Event platform.
Sponsorship Usage: Sponsorships must only be used for the purpose of promoting Sponsor’s products or services and are not to be used for other business purposes. ROYAL MEDIA will have full discretion and authority in the placement, arrangement, and appearance of all items displayed by Sponsor. The Sponsor must conduct the distribution of samples, souvenirs, publications and all other promotional activities within its own Exhibit space only. Any promotional or distribution activities that interfere with the activities of, or obstruct access to Exhibits booths, are strictly prohibited. If ROYAL MEDIA determines that any Sponsor or its promotional materials require replacing, rearrangement or redecorating, the Sponsor will be responsible for all costs incurred. ROYAL MEDIA reserves the right to restrict any Sponsorship or actions related to the Sponsorship that ROYAL MEDIA considers undesirable.
Exhibit Staffing: Exhibit Booth Personnel will be restricted to Exhibitor’s employees and their authorized representatives. Exhibit Booth Personnel must wear their “Exhibitor Badges” while in the Facility and when attending Show functions. ROYAL MEDIA may limit the number of booth representatives, as it deems necessary. ROYAL MEDIA reserves the right to determine whether the character and/or attire of booth personnel is acceptable and in keeping with the best interests of other exhibitors and the Exhibition.
Exhibit Installation and Dismantling: If Exhibitor has not commenced set-up of its Exhibit by the stated setup deadline, ROYAL MEDIA reserves the right to have the Exhibit installed or removed at Exhibitor’s expense, and Exhibitor agrees that ROYAL MEDIA will be released from any liability associated with the set-up or removal of the Exhibit or its contents. All exhibits will be ready by the opening hour of the Exhibition. Exhibitor may not apply paint, lacquer, adhesives, or other coatings to any part of the Facility or to Exhibit booth equipment not owned by Exhibitor. The Exhibitor will be liable for any damage caused to the Facility or other persons or property by its officers, employees, agents, representatives, and contractors and subcontractors and agents or invitees. No booth can begin tear down until after the stated tear down time on the last day of the Show. If it comes to the attention of ROYAL MEDIA that the exhibiting company completed setup or tear down outside of these assigned times, the exhibiting company will be subject to a fee equal to 10% of the exhibit fee.
Height Restrictions and Exposed Surfaces: All exposed surfaces of Exhibitor’s Exhibit and separation dividers must be of finished grade quality. If exposed surfaces remain unfinished at the conclusion of the setup time of the opening day of the Exhibition, ROYAL MEDIA will authorize the official decorator to finish grade covering to the exposed surfaces, at Exhibitor’s expense. Exhibit separation dividers may not be unsightly to exhibitors in adjoining booths and must be free of logos and graphics. No exhibit may exceed the height limitations stated in the Exhibitors’ Manual. If Exhibitor’s Exhibit exceeds the Show’s height limitation, it must be altered to conform to the Show’s height regulations, at Exhibitor’s own expense. All Exhibitors reserving island-type Exhibit space must present drawings of their Exhibit to ROYAL MEDIA, at least 90 days before the Show’s opening day to receive ROYAL MEDIA’s written approval.
Obstruction of Aisles or Booths: Exhibits may not block or visually obstruct aisles, fire exits, fire-extinguishing equipment, sprinkler or emergency lighting systems, stairwells, elevators, escalators, utility panels and the like, at any time. No demonstration or activity in the Exhibit will be permitted to block or obstruct access to aisles, elevators, stairways, emergency exits, or prevent ready access to nearby exhibitors’ booths. If any crowding occurs, it is the responsibility of Exhibitor to immediately disperse such crowds.
Sound Levels: Loud, annoying, offensive or distracting noises emanating from Exhibits will not be permitted. Mechanical or electrical devices which produce sound must be operated so as not to disturb other exhibitors. ROYAL MEDIA reserves the right to determine the placement of all sound equipment, and whether sounds are emanating at an acceptable sound level, or are annoying, offensive or distracting.
Utilities: Electricity, gas, water, telephone service and other utilities needed by Exhibitor must be ordered and arranged for directly between the Exhibitor and the entity specifically authorized to supply these utility services. The Exhibitor will be responsible for payment of any services ordered.
Care of Exhibits: ROYAL MEDIA will maintain the cleanliness of all aisles. Exhibitor, at its own expense, must keep its Exhibit clean, and in good order at all times. All Exhibits must remain fully intact until the Show has officially closed. Disturbing or tearing down the Exhibit before the official close of the Show can result in ROYAL MEDIA’s refusal to accept or process Exhibitor’s Exhibit space applications for subsequent Shows or other ROYAL MEDIA events. Exhibitor’s Exhibit and its contents must be removed from the Facility no later than the time specified in the Exhibitors’ Manual. If Exhibitor’s Exhibit is not removed within the allotted time, ROYAL MEDIA reserves the right to ship the Exhibit and its contents via a carrier of ROYAL MEDIA’s choosing, or to place the Exhibit and its contents in a storage warehouse, or to make such other disposition of the Exhibit as ROYAL MEDIA may deem desirable, at Exhibitor’s expense and without liability to ROYAL MEDIA.
Receipt of Goods and Exhibits: All arriving goods and exhibits will be received at receiving areas designated by ROYAL MEDIA. All incoming goods and exhibits must be plainly marked and all shipping charges prepaid. If Exhibitor-Sponsor’s Exhibit and/or sponsorship-related materials fail to arrive in a timely manner, Exhibitor-Sponsor will nevertheless be responsible for Exhibit space and Sponsorship costs. Contracted Services: Exhibitor will be responsible for payment of any improvement to its Exhibit space, such as installation, dismantling, construction, lighting, electrical power, utilities, hauling, furnishings, decorations, carpeting, and all other services or items used by Exhibitor. No Exhibitor-Sponsor may contract for use of services with contractors other than the with ROYAL MEDIA’s official Show contractors, unless otherwise stated in the ROYAL MEDIA Exhibitor Manual or if permission has been secured in writing from ROYAL MEDIA, thirty days prior to the Conference. Each Exhibitor will receive the ROYAL MEDIA Exhibitor Manual from ROYAL MEDIA’s authorized General Services Contractor. All items are optional and will only be furnished upon written order signed by the Exhibitor and received by the Contractor.
Exhibitor/Sponsor-Appointed Contractors: Exhibitor-Sponsors are required to use the ROYAL MEDIA’s official contractor. Should an outside contractor “Exhibitor/Sponsor-Appointed Contractor” be used, the Exhibitor-Sponsor must secure, in advance, written authorization from ROYAL MEDIA at least 45 days prior to the opening of the Show. Exhibitor-Appointed Contractor will notify the official contractor and ROYAL MEDIA of the names and/or the number of regular employees who will be working in the exhibit area during the move-in and move-out period 45 days prior to the opening of the Show. Certificates of insurance for Liability and Workmen’s Compensation Insurance are required for Exhibitor/Sponsor-Appointed Contractor working in the exhibit area, as required by ROYAL MEDIA and the Facility. The Exhibitor-Sponsor is responsible for notifying his Exhibitor/Sponsor-Appointed Contractor of the provisions of the Rules and Regulations, a copy of which is to be provided by the Exhibitor-Sponsor to the Exhibitor/Sponsor-Appointed Contractor. Rules, Regulations and insurance requirements specific to Exhibitor/Sponsor-Appointed Contractors are detailed in the Exhibitor Manual. Exhibitor-Sponsor agrees that any Exhibitor/Sponsor-Appointed Contractor not fulfilling the requirements will be prohibited from operating in the Facility.
Union Labor: Exhibitor-Sponsor will employ only union labor, as made available by official contractors in the installation and dismantling of its Exhibit, and in its operation when required by union agreements.
Resolution of Disputes: If a dispute arises between Exhibitor-Sponsor and an official contractor, or Exhibitor-Sponsor and a Labor Union and their representative, or two or more Exhibitors, or Exhibitor and one or more attendees, ROYAL MEDIA will have the sole authority to make any decisions it deems necessary to resolve the dispute and that decision will be binding on all parties for the duration of the Show.
Photographs, Publicity Material, Radio and Television and Print Media: ROYAL MEDIA reserves the sole right to use any photographs, recordings, electronic images or publicity material received by or obtained by ROYAL MEDIA in the course of the Exhibition, for whatever use deemed proper by the ROYAL MEDIA. ROYAL MEDIA has the exclusive right to include photographic, video and other visual portrayals of attendees, Sponsors, Exhibitors and their Exhibits including its contents, in any pictorial medium of any nature whatsoever for the purpose of trade, advertising, sales, publicity and otherwise, without compensation to Exhibitor-Sponsor, and all rights titled and interest bearing (including all worldwide copyrights therein) will be ROYAL MEDIA’s sole property, free of any claims of Exhibitor-Sponsor or any persons deriving any rights or interest from the Exhibitor-Sponsor.
Photography and Videotaping during the Show: Exhibitor-Sponsors wishing to make their own arrangements for photographing their Exhibits and/or Sponsorships need to obtain ROYAL MEDIA’s prior written consent, which will not be unreasonably withheld.
Safety and Fire Laws: Exhibitor-Sponsors must strictly comply with all pertinent fire codes, laws, ordinances and regulations pertaining to health, fire prevention and public safety in the City, County and the State where the Facility is located, including the Facility’s Rules and Regulations. No combustible decorations such as paper products, leafy decorations or tree branches, or nonflammable retardant materials of any nature will be allowed. Only flameproof materials, or materials treated with an approved flame-proofing solution can be used in the construction, preparation and decoration of your Exhibit. Acetate and most rayon drapes are not flameproof and are strictly prohibited. Smoking in the Exhibition Hall and Exhibits is strictly forbidden. All packing containers, excelsior, and wrapping materials are to be removed from the Show floor and must not be stored under tables or behind Exhibits. Exhibitors may not use helium balloons, compressed gas, heaters or heating devices or motorized vehicles without the prior written consent of the Facility and ROYAL MEDIA. Volatile, explosive or other combustible materials or any other substances prohibited by law, the Facility, or insurance carriers are not permitted within the Facility.
While onsite, Exhibitor-Sponsors agree to comply with all laws and regulations with regard to current public health guidelines, including but not limited to social distancing protocols and face-mask requirements. Exhibitor-Sponsors acknowledge the health risk associated with a health-related outbreak, and the risk of exposure or infection by a health-related outbreak. By attending the event in-person Exhibitor-Sponsors, and their employees and independent contractors, acknowledge these risks and assume all associated liabilities.
Exhibitor-Sponsors acknowledges ROYAL MEDIA may take the temperature of Exhibitor-Sponsors, or any employee or any employee or independent contractor of Exhibitor-Sponsor attending an event, or perform other appropriate tests which are designed to protect the health and safety of other attendees. ROYAL MEDIA has the right to remove any person from the event for any safety reasons or if should such individual refuses any safety screenings or procedures.
ADA Compliance: Exhibitor-Sponsors will fully comply with all public accommodations requirements of the Americans with Disabilities Act (ADA) not otherwise the responsibility of ROYAL MEDIA or the Facility under law.
Electrical Safety: All wiring, fixtures, apparatus, equipment and products used on or displayed on Exhibitor’s exhibits must meet all applicable Federal State and local laws, ordinances and codes, as well as the rules and regulations of the Facility. All Electrical fixtures and fittings must be UL-listed and marked accordingly.
Permits: Exhibitor-Sponsor is required to have all and any business licenses, and other permits that are needed for their operation. It is Exhibitor-Sponsor’s sole responsibility to collect the sales tax, or any other applicable taxes and remit it to the State of where the Facility is located for any sales transactions made during the Show.
Security: ROYAL MEDIA will provide the services of a reputable security agency within the Facility during the period of installation, show, and dismantling for general safety and security purposes only. The services provided by ROYAL MEDIA are not intended, nor are they to be interpreted by Exhibitor in any form whatsoever, as a guarantee by ROYAL MEDIA or the Facility against any loss, theft or damage to Exhibitor-Sponsor or any of Exhibitor’s property. All items brought into the Facility are done so at Exhibitor’s own risk. Exhibitor-Sponsor is solely responsible for safeguarding its Exhibit and its contents and Sponsorship materials at all times. Exhibitor-Sponsor may furnish additional guards at its own cost and expense subject to prior written approval by ROYAL MEDIA.
Insurance: In order to protect Exhibitor, the ROYAL MEDIA, the City, and the Facility and your Exhibit and property against loss, damage, theft or injury of any nature, and any claims arising from any activities conducted at the Facility, Exhibitor, at its own expense, will carry the following Insurance 1) Comprehensive General Liability Insurance (including contractual and copyright infringement coverage), with limits not less than $1,000,000 with respect to injuries to any one person in any one occurrence, $2,000,000 with respect to injuries to more than one person in any occurrence, and $2,000,000 with respect to damage of property; 2) Worker’s Compensation and Employer’s Liability Insurance to statutory limits; and 3) all other necessary insurance policies, for the duration of the Show, including all moving-in and move-out days. Further, Exhibitor agrees to add ROYAL MEDIA and the Facility as “additional insured” on their insurance policy for the dates of the Show. ROYAL MEDIA must receive written proof indicating “additional insured” status, and certificates of insurance at least thirty (30) days prior to the Show. [Not applicable to exhibitors exhibiting solely with virtual exhibition booths.]
Music Licensing and Use of Copyrighted Works: The Exhibitor-Sponsor will be responsible for securing any and all necessary licenses or consents for (a) any performances, displays or other uses of copyrighted works, trademarks or patented inventions or designs and (b) any use of any name, likeness, signature, voice or other impression, or other intellectual property owned by others at the Show. The Exhibitor-Sponsor or its agent(s) agree not to allow any musical work protected by copyright to be staged, produced or otherwise performed, via either “live” or mechanical means, by or on behalf of the Exhibitor-Sponsor at any ROYAL MEDIA event unless the Exhibitor-Sponsor or agent(s) has previously obtained written permission from the copyright owner or the copyright owner’s designee (e.g., ASCAP, BMI or SESAC) for this use. The Exhibitor-Sponsor accepts full and complete responsibility for the performance of all obligations under any agreement permitting the use of the music, including but not limited to, all obligations to report data and to pay royalty fees.
Indemnification for Use of Copyright Material: The Exhibitor-Sponsor agrees to indemnify, defend and hold harmless ROYAL MEDIA, the City, and the Facility and their respective directors, officers, employees, agents, and representatives from and against any claim of liability and any incident or resulting loss, cost or damage, including but not limited to, reasonable attorney and expert witness fees, and all other associated costs of lawsuits, for failure or alleged failure to obtain these licenses or consents or for infringements of copyright, patent or the unauthorized use of a registered trademark or service mark or other violations of the property or proprietary rights, or the rights of privacy or publicity of any third party.
ROYAL MEDIA Exhibitor-Sponsor Directory and Attendance: ROYAL MEDIA will not be liable for any errors or omissions in ROYAL MEDIA’s Exhibitor’s and Sponsor’s Directory, attendee lists, websites or in any promotional materials. ROYAL MEDIA makes no representations or warranties with respect to the number of Show attendees or the demographic nature of the attendees.
Meetings and Hospitality Functions: Exhibitor-Sponsor agrees that it will not, nor will its employees or representatives conduct any type of Exhibitor-Sponsor function in the Facility or any participating hotel’s meeting rooms, public areas, hospitality suites or suites during Show hours without the prior written consent of ROYAL MEDIA.
Lotteries and Contests: The operation of games of chance, or lottery devices, or the actual or simulated pursuit of any recreational pastime is permitted only to the extent permitted by applicable federal, state and local laws and ordinances, and thereafter only upon obtaining prior written approval from ROYAL MEDIA. Exhibitor-Sponsor agrees to accept full and complete responsibility for complying with and adhering to all applicable federal, state and local laws, ordinances and regulations pertaining to lotteries and contests. Further, Exhibitor-Sponsor agrees to indemnify, defend and hold harmless ROYAL MEDIA, the City, the Facility, and Sponsors and their respective directors, officers, employees, agents, and representatives from and against any claim of liability, any incident or resulting loss, cost or damage arising from or due to any of Exhibitor-Sponsor’s lotteries or contests according to the Indemnification provisions stated under this Agreement.
Interest and Collection Fees: Exhibitor-Sponsor agrees to pay interest at a rate of 1.5% per month (18% per annum), or the maximum allowable by law on all past due balances to ROYAL MEDIA. Additionally, Exhibitor-Sponsor agrees to pay any collection costs, including but not limited to court costs, collection fees, and reasonable attorney’s fees, incurred by ROYAL MEDIA in enforcing this Agreement.
Offset: ROYAL MEDIA will have the right to set off against any amount which may be due to ROYAL MEDIA from Exhibitor-Sponsor under this Agreement or otherwise in connection with the Show, any amounts owed to ROYAL MEDIA or its affiliates by Exhibitor or its affiliates and/or Sponsor or its affiliates for any reason. In addition, ROYAL MEDIA will have the right to apply any amounts received from Exhibitor-Sponsor under this Agreement to any other amounts due to ROYAL MEDIA from Exhibitor or its affiliates and/or Sponsor or its affiliates.
Conference Anti-Harassment Policy
Royal Media is dedicated to providing a harassment-free conference experience for everyone, regardless of sex/gender, gender identity and expression, sexual orientation, race, religion, national origin, age, disability, genetic information, military status, or any other class protected by law. We do not tolerate harassment of employees, participants, performers, or attendees in any form. Anyone violating these rules may be sanctioned or expelled from the Conference, without a refund where applicable, at the discretion of the organizers.
Harassment includes, but is not limited to:
- Verbal comments that reinforce social structures of domination sex/gender, gender identity and expression, sexual orientation, race, religion, national origin, age, disability, genetic information, military status, or any other class protected by law
- Sexual images
- Deliberate intimidation, stalking, or following
- Harassing photography or recording
- Sustained disruption of talks or other events
- Inappropriate physical contact
- Unwelcome sexual attention
- Advocating for, or encouraging, any of the above behavior
Anyone asked to stop any harassing behavior is expected to comply immediately.
As to anyone engaging in harassing behavior, event organizers retain the right to take any actions to keep the event a welcoming environment for all participants. This includes warning the offender or expulsion from the Conference, with no refund where applicable.
Conference organizers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants.
We expect everyone attending the Conference to follow these rules at all event venues and related activities.
If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event. People like you make our event a better place.
You can make a report either personally or anonymously.
You can make an anonymous report, here.
We can’t follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence.
You can make a personal report by:
Calling or messaging this phone number: (917) 496-5705. This phone number will be continuously monitored for the duration of the event.
Contacting a staff member, identified by STAFF badges, buttons, or shirts.
When taking a personal report, our staff will ensure you are safe and cannot be overheard. They may involve other event staff to ensure your report is managed properly. Once safe, we’ll ask you to tell us about what happened. This can be upsetting, but we’ll handle it as respectfully as possible, and you can bring someone to support you. You won’t be asked to confront anyone, and we won’t tell anyone who you are.
Retaliation Will Not Be Tolerated
No one will be retaliated against in any manner as the result of making a complaint of harassment or other inappropriate conduct, or otherwise availing themselves of this policy. All complaints will be kept confidential and all investigations will be as least disruptive as possible.
Contact the event organizers at: [email protected] or (770) 642-9982.
Miscellaneous: All waivers of any provision of this Agreement must be made in writing and signed by ROYAL MEDIA. If any portion of this Agreement will be determined to be invalid, then that portion will be considered severed from the Agreement in that jurisdiction and all remaining portions will remain in full force and effect. Paragraph headings have been inserted for convenience of reference only, and are in no way intended to describe, interpret, define, or limit the scope or intent of any part of this Agreement.
Updated: August 2023